Central Utah 911 Electrical Power RFP

Central Utah 911 Electrical Power RFP Spanish Fork, Utah 11/02/26

Prepared by:

Micah Clark rfp@centralutah911.gov

Central Utah 911 seeks proposals from qualified electrical contractors to reuse, relocate, and extend existing dispatch floor power for 30 new console positions and add power and circuits where needed. The current floor has 18 consoles and approximately 22 existing power feeds in the space. Addendum A will provide the new floor plan and console locations. A site visit is required before submitting a proposal.

1. STATEMENT OF PURPOSE

Central Utah 911 will remove the existing consoles and relocate dispatch personnel elsewhere in the building during construction. The floor will be vacant for the electrical work. Any shutdown that could affect the temporary dispatch location or other active building systems must be coordinated and approved in advance.

The completed layout must provide one UPS-backed receptacle and two generator-backed receptacles at each of the 30 new positions, matching the current receptacle arrangement. This is 30 UPS-backed and 60 generator-backed receptacles in total. Approximately 22 console power feeds already exist in the space. Bidders shall verify their locations, sources, condition, and capacity, then determine which can serve new positions through relocation or new whips from the existing junction boxes under the raised floor. Provide additional feeds or circuits only as needed to complete the layout safely and meet verified loads. All console power shall rise through the raised-floor system. The 22 existing feeds are an inventory figure, not a representation that each feed serves one console or that eight additional feeds will be required.

2. SITE VISITS AND SUPPLIER INQUIRIES

A scheduled site visit is mandatory. Site location: 3047 N 400 W, Spanish Fork, UT 84660. Bidders shall arrange time with Roy Evans (via email to rfp@centralutah911.gov), inspect the approximately 22 existing power feeds and main floor junction boxes, review the above-floor and raised-floor configuration, verify UPS and generator sources as authorized, and ask questions about reuse, capacity, routing, and coordination. No energized or invasive inspection is permitted without authorization and a safe work procedure.

Submit written questions by 11/17/26 5:00pm to rfp@centralutah911.gov. Material answers and changes will be issued on our website for all bidders to review. Only a written addendum changes this RFP.

3. PROPOSAL DUE DATE

Submit a signed PDF proposal by 11/30/2026, 5:00 pm MT to rfp@centralutah911.gov. Include “Central Utah 911 Electrical Power RFP” in the subject line if submitting by email. Identify the authorized representative, proposal validity period, assumptions, and exclusions.

4. SCOPE OF WORK

Inventory and document the approximately 22 existing power feeds, floor junction boxes, panels, breakers, UPS and generator sources, circuit identification, available capacity, raised-floor pathways, and conditions affecting reuse.

Provide a position-by-position circuit and load plan for the 30 consoles. Identify which existing feeds and junction boxes can be reused or extended with new whips, where new feeds or circuits are needed, and any required panel, breaker, or distribution work. Document capacity limitations.

Disconnect and remove unused connections, relocate or extend existing power where suitable, and install new whips from existing floor junction boxes where feasible. Supply additional wiring, feeds, circuits, raceways, boxes, breakers, receptacles, floor connections, and related materials only as needed for a complete installation.

Bring dispatch-floor power up from the raised floor at the locations shown in Addendum A. Coordinate exact connection points with the Roy Evans before rough-in and preserve access to raised-floor panels.

Provide new wall-mounted electrical power in the Live Training room at the locations shown on the plan in Addendum A. Verify the required receptacle quantities, source types, loads, routing, and available capacity during the site visit; include any new wiring and circuits needed for a complete installation.

Keep UPS-backed and generator-backed outlets distinctly identified and connected to the correct sources. Do not change an assigned source without written approval.

Coordinate any interruption to shared electrical infrastructure with Central Utah 911. The temporary dispatch area and other active operations must remain supported.

Obtain required permits and inspections, comply with applicable requirements, and test each outlet for source, voltage, polarity, grounding, and operation.

At closeout provide updated panel schedules, an outlet and circuit schedule by console position, as-built routing and source drawings, inspection records, and warranty information.

5. REVIEW CRITERIA AND AWARD METHODOLOGY

Central Utah 911 will evaluate proposals using the criteria and maximum points listed below. Award will be based on the proposal that provides the best overall value. The lowest-priced proposal will not necessarily receive the award.

Initial Review: Proposals will first be reviewed for compliance with mandatory requirements, including attendance at the required site visit, submission of required information, and acknowledgment of issued addenda. Proposals that fail to meet material requirements may be rejected in accordance with Central Utah 911’s applicable procurement process.

Total Proposed Cost — 30 Points: Evaluation will consider the total base price to complete the required scope, including labor, materials, permits, testing, labeling, and closeout documentation. Optional work will be excluded unless specifically identified in this RFP as part of the evaluated price. The lowest evaluated price among eligible proposals will receive 30 points. Other proposals will receive proportional points using the following formula:

Cost Score = (Lowest Evaluated Price ÷ Proposer’s Evaluated Price) × 30 Project Schedule and Completion Timeline — 25 Points: Evaluation will consider proposed start and completion dates, material lead times, staffing availability, coordination with the console installer, and the ability to complete work within the required project window. Higher scores will reflect realistic, well-supported schedules that meet project milestones and minimize disruption to active operations.

Technical Approach and Scope Completeness — 25 Points: Evaluation will consider the contractor’s understanding of the work, verification and reuse of existing electrical infrastructure, proposed new circuits and connections, UPS and generator source identification, Live Training room power, outage coordination, testing, and closeout documentation. Proposals should clearly identify quantities, assumptions, allowances, and exclusions.

Relevant Experience and References — 15 Points: Evaluation will consider the contractor’s experience with comparable electrical projects, qualifications of assigned personnel, and demonstrated ability to complete work on schedule and within budget. Experience in facilities requiring continuity of operations and information obtained from references will be considered within this criterion.

Warranty and Post-Installation Support — 5 Points: Evaluation will consider warranty coverage, exclusions, response times, and procedures for correcting installation deficiencies.

Scoring and Selection: An evaluation committee designated by Central Utah 911 will score eligible proposals. Non-cost criteria will be rated from zero to five: zero indicates no adequate response; one indicates significant weaknesses; two indicates a partially satisfactory response; three indicates a satisfactory response; four indicates a strong response; and five indicates an exceptional, well-supported response. Each rating will be divided by five and multiplied by the maximum points for that criterion. Evaluator scores will be averaged for each non-cost criterion and added to the calculated cost score to produce a final score out of 100 points.

Central Utah 911 may request written clarifications and verify proposal information and references in accordance with its applicable procurement process. Proposals will be evaluated only against the criteria and weights published in this RFP.

The highest-scoring eligible proposer will be recommended for award, subject to verification of qualifications, available funding, required approvals, and execution of a satisfactory contract. Ties will be resolved in accordance with applicable procurement procedures. Central Utah 911 may reject any or all proposals or cancel the solicitation in accordance with its applicable procurement process. Work may begin only after written authorization.

6. SUPPLIER PROPOSAL FORMAT

For comparison, please organize responses in this order:

Cover letter, company contact, license information, and two comparable references.

Proposed circuit and load plan, source mapping, capacity assumptions, and any work requiring further verification.

Itemized base quote separating reuse or relocation of existing feeds, new whips from floor junction boxes, new feeds and circuits, Live Training room wall power, distribution changes, labor, materials, permits, testing, labeling, and closeout. State quantities, allowances, exclusions, and optional or unit prices separately.

Project schedule, material lead times, console installer coordination, and proposed outage request and notice procedure.

Warranty terms and names of any subcontractors.

7. PROJECT SCHEDULE

RFP issued: 11/02/2026 Mandatory site visits completed: 11/09/26 – 11/17/26 Address: 3047 N 400 W, Spanish Fork, UT 84660 Questions due: 11/17/26 by 5:00pm Written answers issued: 11/19/26 by 5:00pm Proposals due: 11/30/26 Anticipated selection: 12/10/26 Anticipated work window: 01/04/27 – 01/15/27

8. EXHIBIT A

Exhibit A: Dispatch floor plan showing the 30 new console positions and electrical connection locations, plus Live Training room wall-power locations. Bidders shall acknowledge receipt of all issued addenda in their proposal.

Central Utah 911 may request clarification, reject any or all proposals, or cancel this RFP in accordance with its applicable procurement process. Work may begin only after written authorization.

9 TERMS AND CONDITIONS

These terms apply to Central Utah 911 Electrical Power RFP and are intended to be incorporated into the resulting written contract. “Agency” means Central Utah 911. “Contractor” means the selected electrical contractor.

9.1 Proposal preparation and validity

Proposers are responsible for all costs of preparing and submitting proposals, attending the mandatory site visit, and participating in the evaluation process. Proposals shall remain valid for [60 calendar days] after the submission deadline. Any exceptions to the RFP or proposed contract terms shall be clearly identified in a separate exceptions statement. Exceptions may affect responsiveness or acceptability under the applicable procurement process.

9.2 Communications and addenda

All solicitation questions shall be directed to the contact identified in Section 2. Only written addenda issued by the Agency may modify the RFP. Oral statements, site-visit discussions, and communications from persons without contracting authority do not modify its requirements. Proposers shall acknowledge all issued addenda. Material clarifications will be provided through the solicitation process to ensure consistent information is available to proposers.

9.3 Award and contract documents

Submission of a proposal, selection, or an award notice does not by itself authorize work or create a contract. Work requires an executed written contract and written notice to proceed from the Agency’s authorized representative. The contract shall identify the accepted scope, price, schedule, and any negotiated exceptions. Unless expressly modified in the executed agreement, the order of precedence is: executed agreement and signed amendments; RFP addenda, most recent first; these Terms and Conditions; the remaining RFP and attachments; and accepted portions of the Contractor’s proposal. Material conflicts shall be reported for written resolution before affected work proceeds. Contractor quotations, invoices, or website terms do not independently modify the contract.

9.4 Licensing permits and compliance

The Contractor and its subcontractors shall maintain licenses and qualifications required for their assigned work and comply with applicable laws, electrical and building codes, permit requirements, and safety requirements. The Contractor shall obtain required permits, arrange inspections, and include associated costs in its price unless the RFP expressly assigns them elsewhere. Any required professional design shall be performed by appropriately licensed personnel. Agency review does not relieve the Contractor of its responsibilities.

9.5 Insurance

Before work begins, the Contractor shall provide evidence of workers’ compensation coverage as required by law, employers’ liability coverage, commercial general liability coverage, and business automobile liability coverage appropriate to the work. Minimum limits shall be: employers’ liability [insert limits]; commercial general liability [insert per-occurrence and aggregate limits]; automobile liability [insert combined single limit]. Required endorsements, additional-insured status for the Agency on applicable liability policies, and any requirements for primary coverage or waiver of subrogation shall be specified in [attach Agency-approved insurance schedule]. Coverage shall remain effective for the required period. The Contractor shall promptly report cancellation, lapse, or a material reduction in required coverage.

9.6 Site verification and existing conditions

The Contractor shall attend the mandatory site visit and inspect reasonably accessible conditions affecting the work. The approximately 22 existing power feeds are an inventory estimate and do not establish available capacity or the number of additional circuits needed. Verify sources, loads, routing, junction boxes, and suitability for reuse before installation. No energized or invasive inspection is allowed without authorization and required safety procedures. Concealed conditions or material discrepancies that were not reasonably discoverable shall be reported promptly; affected work shall pause pending written direction and any necessary price or schedule adjustment.

9.7 Continuity of emergency operations

The dispatch floor will be vacant during the work, but temporary dispatch and other building operations will remain active. The Contractor shall protect all active power, communications, CAD, radio, network, fire alarm, and security systems. No shutdown, transfer, circuit interruption, or change affecting active systems may occur without advance written Agency approval. Outage requests shall identify affected systems, duration, safety controls, contingency measures, and restoration procedures, and shall be submitted at least [insert notice period] in advance. Approval may be withheld or rescheduled to protect emergency operations. Stop and notify the Agency immediately if work creates an unanticipated operational risk.

9.8 Schedule and coordination

The Contractor shall provide and maintain a schedule identifying procurement lead times, staffing, installation activities, testing, inspections, and completion milestones. Coordinate connection locations and installation sequencing with the console supplier and Agency representative. Promptly report actual or anticipated delays, their causes, and proposed recovery measures. Changes to contract milestones or compensable delay claims require the notice and written authorization procedures in the contract. Agency-directed changes affecting time or cost shall be addressed through a written amendment or change order.

9.9 Site access safety and property protection

Personnel shall follow Agency check-in, escort, identification, and restricted-area requirements. The Contractor controls its construction means, methods, and safety practices, including lockout/tagout and electrical safety. Maintain safe walkways, protect raised-floor panels and existing equipment, control dust and debris, and clean the work area daily. Do not access Agency systems, records, or equipment beyond what is authorized for the work. Immediately report injuries, damage, unsafe conditions, and suspected security incidents. Repair damage caused by the Contractor or its subcontractors at the Contractor’s expense, subject to the contract’s allocation of responsibility.

9.10 Subcontractors and supervision

Identify proposed subcontractors and the on-site supervisor in the proposal. Material substitutions of subcontractors or key personnel require written Agency approval, which will not relieve the Contractor of responsibility for performance. The Contractor shall coordinate and supervise its subcontractors, suppliers, and personnel and remains responsible for their work and compliance with applicable contract requirements. The Contractor shall pay subcontractors and suppliers in accordance with applicable law.

9.11 Changes additional work and emergencies

Changes to scope, price, or time require a written change order signed by authorized representatives before changed work begins. Requests shall include itemized labor, materials, equipment, subcontractor costs, credits, and schedule effects. Direction from staff or other vendors without contracting authority is not approval for additional charges. If immediate action is necessary to protect life or property, take reasonable protective measures, notify the Agency as soon as practicable, and document the circumstances and costs. Emergency action does not establish entitlement to additional payment; responsibility will be determined under the contract and applicable law.

9.12 Price invoices and payment

The accepted base price shall include all required labor, materials, delivery, equipment, permits, testing, labeling, cleanup, and closeout unless the contract expressly states otherwise. Identify allowances, unit prices, and optional work separately. Central Utah 911 is a tax-exempt governmental entity and will provide applicable exemption documentation upon request. The Contractor shall exclude sales and use taxes from charges to Central Utah 911 where the exemption legally applies. The Contractor remains responsible for taxes applicable to its own purchases, equipment, or operations that are not covered by the Agency’s exemption. Submit itemized invoices identifying the contract, work completed, approved changes, and supporting records. Payment terms are [insert approved invoice frequency and payment period], subject to applicable prompt-payment law. Any retainage shall be expressly stated in the contract and comply with law. Notify the Contractor of disputed amounts; undisputed amounts shall be paid when due. Final payment requires completion of contractual closeout obligations, subject to applicable law.

9.13 Inspection testing and acceptance

Agency observation, inspection, or progress payment does not constitute final acceptance or excuse defective work. Test every receptacle for source, voltage, polarity, grounding, and operation; verify UPS-backed and generator-backed outlets are correctly connected and distinctly labeled. Submit required inspection approvals, updated panel schedules, a circuit and outlet schedule by console position, as-built routing and source documentation, and warranty information. Acceptance requires written Agency confirmation after required testing, inspection, and correction of identified deficiencies. Use of installed equipment does not by itself waive unresolved defects or warranty rights.

9.14 Warranty and correction of defects

The Contractor shall warrant its workmanship and supplied materials for at least [12 months] from written final acceptance, in addition to applicable manufacturer warranties and rights provided by law. Correct covered defects at no additional cost, including associated labor, materials, testing, and restoration. Provide a warranty contact, response times, and escalation procedure, with urgent electrical safety or operational issues receiving priority. Assign or provide available manufacturer warranties to the Agency. The contract shall identify the process for notice, an opportunity to correct, and recovery of reasonable correction costs if the Contractor fails to respond as required.

9.15 Responsibility and indemnification

To the extent permitted by Utah law, the Contractor shall indemnify and hold harmless the Agency and its officers and employees from third-party claims, damages, and reasonable expenses for bodily injury, death, or physical property damage, but only to the extent caused by the negligent acts or omissions or willful misconduct of the Contractor or persons for whom it is legally responsible in performing the work. This provision does not require indemnification for the Agency’s own negligence or impose an obligation prohibited by law. No provision waives governmental immunity, statutory protections, or limits of liability available to the Agency.

9.16 Suspension termination and disputes

The Agency may direct a written suspension to protect safety or operations; resulting price or schedule effects shall be addressed under the contract. For material breach, the Agency may terminate after written notice and a reasonable opportunity to cure, except when immediate action is permitted by law or necessary to address imminent danger. The Agency may also terminate for convenience by written notice and pay for satisfactory work performed and reasonable, documented, unavoidable commitments and demobilization costs, without duplicate recovery or anticipated profit on unperformed work, subject to law. Disputes shall first be submitted to authorized representatives for good-faith resolution. Utah law governs, and legal proceedings shall be brought in a court of competent jurisdiction in Utah County, Utah, unless applicable law requires another forum. Statutory protest rights and deadlines remain controlling.

9.17 Public records confidentiality and ethics

Proposals and contract records are subject to applicable public-records law, including Utah GRAMA where applicable. Proposers shall specifically identify claimed protected material and provide the legal basis and supporting statement required by law; marking an entire proposal confidential does not guarantee protection. The Agency will determine disclosure as required by law. The Contractor shall protect nonpublic information encountered during the work and promptly report unauthorized disclosure. Disclose actual or potential conflicts of interest and do not offer gifts or improper inducements. Maintain contract-related records for the legally required retention period and make them available for authorized inspection or audit, subject to applicable protections.

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